Attachment J.15 BEP RFP 7206112100006 Q&As-Amendment-1.pdf

ATTACHMENT J.15 QUESTIONS AND ANSWERS

REQUEST FOR PROPOSALS (RFP) NUMBER 72061121R00006

USAID BUSINESS ENABLING PROJECT (BEP)

A. GENERAL

1. Would USAID kindly consider exempting from the page limitation all other graphics in both Phase I and Phase II proposals, but limit the total number to three (3)?

USAID Response: No. other graphics in both Phase I and II proposals will not be exempted from the page limitation.

2. Are local, affiliated entities that are considering leading this bid as a local partner permitted to charge their headquarters’ NICRA? Or does the local entity have to have its own NICRA issued by the Mission?

USAID Response: No, the local entity cannot charge their headquarters’ NICRA. The local entity may (1) have their own NICRA which has been issued by USAID or other cognizant USG organization (2) offerors without a NICRA may charge a de minimis rate of 10% of modified total direct costs; however, this practice must be adopted for Federal and non-federal awards or (3) direct charge all costs. Please refer to 2 CFR 200.414(f) for more information.

3. Can USAID confirm that Offerors will have another opportunity to submit questions prior to Phase II submission?

USAID Response: No. There will not be another opportunity to submit questions prior to Phase II submission.

4. We understand that USAID cannot provide a closing date for Phase II submissions at this time. In order to facilitate Offerors’ resource allocation, can USAID indicate the number of days it intends to provide between the issuance of Government Advisory Notices and the anticipated closing date for Phase II submissions?

USAID Response: From the receipt of the Government Advisory Notices, the offeror(s) will have 30 days (subject to change) to submit the phase II proposal.

B. SECTION F - DELIVERIES OR PERFORMANCE

1. The RFP’s Section F.5.2(b), page 18, states that all Key Personnel must be employed by the prime contractor. If we are including a strong subcontracting partner that we believe will enrich the program by also offering KP candidates, would USAID allow KPs to be employed by the prime contractor and any major subcontracting partner?

USAID Response: No. All key personnel must be employed by the prime contractor as stated in Section F.5.2(b) and Section F.9 of the RFP. Employment of Key Personnel under a sub-contractor creates challenges with privity of contract and management burdens.

C. SECTION L: PHASE I INSTRUCTIONS, CONDITIONS, AND NOTICES TO

OFFERORS

1. To allow for sufficient description of a longer technical approach that is typically necessary for a Performance Based Work Statement (PBWS), would USAID kindly consider increasing to 20 the number of pages for Phase 1 proposals?

USAID Response: Yes. Section L.5 and L.5.4 has been revised from Phase I – Submission Format (not to exceed 15 pages) to Phase I – Submission Format (not to exceed 20 pages).

2. Section L.2(i) (page 109) of the RFP requires Offerors to include at least 6 months of proposal validity on the SF-33 form.

a. Please confirm this section is not required in Phase I, since the SF-33 form is not required until Phase II.

USAID Response: Yes, USAID confirms that SF-33 is not required until Phase II.

b. Please confirm that during Phase II submission Offerors should follow the validity requirements in Attachment J.7 L.2 (i) (page 3), which specifies at least 8 months of validity.

USAID Response: Attachment J.7, Section L.2 (i) has been updated to 6 months of proposal validity.

3. Please confirm that USAID will accept electronic signatures, even if a requirement for “an original signature” is included in the RFP (such as for the SF 33 submission under Phase II).

USAID Response: Yes, USAID will accept electronic signatures.

4. The RFP’s Section L.4, page 111, says that the proposal must be written in Times New Roman font. Would USAID allow the use of a different font for headers and any graphics such as charts, tables, or text boxes? We believe that the use of a different font for headers and graphics, contrasted with the bulk of the narrative in Times New Roman, can help ease readability

USAID Response: No, USAID will not allow use of a different font. Offerors are requested to follow the guidance provided in Section L.4 of the RFP.

5. The RFP’s Section L.5, page 111 (instructions for the submission of the Phase I proposal), calls for a Cover Letter, Acronym List, Executive Summary, and Technical Proposal. Would USAID also allow the inclusion of a Cover/Title page, not to be counted against the page limit?

USAID Response: Yes, USAID will not count the cover or title page against the page limit.

6. Section L.5.4 (a) (page 112—Factor 1: Performance Based Work Statement (PBWS)/Technical Approach) states “Describe how environmental compliance, climate risk management, sustainability, monitoring, learning and adaptive management will be integrated throughout the approach, *including a draft monitoring, evaluation and learning plan with indicative indicators.*” Section F.5.2(d) (page 19) states that the draft AMELP is due within 45 calendar days after the start date of the contract. Please confirm that no draft MEL plan is required at the proposal stage.

USAID Response: No draft MEL plan is required at proposal stage. Section L.5.4 last bullet has been revised to read as follows:

● Describe how environmental compliance, climate risk management, sustainability, monitoring, learning and adaptive management will be integrated throughout the approach, including how success will be measured.

D. SECTION M: PHASE I EVALUATION FACTORS FOR AWARD

1. The evaluation factor table in M.2.1 (page 114) refers to all 5 factors under Phase I, even though only Factor I is being evaluated, per M.2.2. Please confirm that only Factor 1 is being evaluated under Phase I?

USAID Response: Yes, only Factor I will be evaluated under Phase I.

E. ATTACHMENT J.2 REFERENCES

1. In Attachment J.2 (References), the second item does not contain a link. [Summary Report of the National Development Coordinating Committee (NDCC) Meeting 19th to 20th December, 2018. Ministry of National Development Planning, © January 2019.] Can USAID please provide a link to the report?

USAID Response: There is no link for this source as it is unpublished by the government.

Therefore, reference to the document has been removed from Attachment J.1 Statement of Objectives and Attachment J.2 References.

2. In Attachment J.2 (References), the links in Items #3 and #4 direct us to the same place, which appears to be Item 4. Can USAID please provide the correct link for item #3?

USAID Response: USAID has provided the following link http://www.brra.org.zm/?page_id=6991 in Attachment J.2 and have also referenced the same as a footnote under Attachment J.1.

ATTACHMENT J.7 – SECTION L – PHASE II INSTRUCTIONS, CONDITIONS,

AND NOTICES TO OFFERORS

1. The RFP at different points “encourages” Local Partners to serve as prime (RFP cover letter), and also states that Local Partners “must” serve as prime (J.7., Section L). Given the limited capacity in Zambia among local organizations to ensure compliance with USAID regulations, could a non-Zambian organization serve as prime partner as long as its team includes a Local Partner (Zambian) as a subcontracting partner in a major, substantive role?

USAID Response: Yes, however, preference will be given to local prime partners as stated in Attachment J.8 Section M.2.3 (a) of the RFP. Attachment J.7 Section L.5.2 has been revised from “must be a local partner” to “USAID encourages that the ‘prime’ or ‘lead’ be a local partner as defined above." In addition, Attachment J.7 Section l.5.2(a) Local Partner Self- Certification has been updated.

2. If a Local Partner (Zambian) serves as a subcontracting partner in a major, substantive role with a non-Zambian prime, could the Offeror still earn the preferential treatment of Factor 2?

USAID Response: No.

3. In the RFP’s Attachment J.7, Section L.4 says Phase II should address Factors 3 and 4 only, while Section L.5 says Phase II should address Factors 2, 3, and 4. Can you please clarify that Phase II should address Factor 2? Should Phase I also address Factor 2?

USAID Response: Phase I will only address Factor 1. Attachment J.7, Section L.4 has been updated to include Factors 2, 3, 4 and 5. This was an administrative oversight and thank you.

4. Would USAID kindly consider exempting the required Organizational Chart from the 25 page limitation in Phase II proposals?

USAID Response: The organizational Chart will be part of the annex and annexes do not count against the page limit, as described in Attachment J.7, Section L.5(3)

5. Per J.7, L.5 (J.8, p4-5), please confirm that the Phase II Cover Letter does not count against the 25-page limit for the Phase II Technical Proposal.

USAID Response: Attachment J.7, Section L.5 has been updated to include the Cover Letter (not to exceed 1-2 pages and does not count against page limit).

6. In the Phase II submission format in J.7, L.5 (J.7, p5), there is both a proposal section (Item 2.d) and an annex (Item 3.c) called “Past Performance Information.” Can USAID please confirm that 2.d is a narrative section and 3.c is allocated for past performance references (PPRs)?

USAID Response: That is correct.

7. Attachment J.7, Section L.5.2(d)(a)(1)(ii) (Attachment J.1, page 6) states “For all contracts that are not in CPARS and relevant assistance awards listed above, the Contractor Performance Reference Sheet Attachment J.3 must be utilized in collecting the performance information.” Please confirm that USAID will obtain the performance information (i.e., Offerors are not expected to do so prior to proposal submission).

USAID Response: Please refer to Attachment J.7, Section L.5.2(d) (a). Offerors are required to provide performance information for itself and major subcontractors.

8. Attachment J.7, Section L.5.2(d)(a)(1)(i) (Attachment J.7, page 8) states “For all contracts listed above that are in CPARS, the offeror will attach the official CPARS report(s).” Per the FAR, CPARS reports are considered “Source Selection Information,” and as such, their use or disclosure is limited to authorized Source Selection Officials within the US Government. Please confirm that USAID will accept submission of CPARS reports directly from proposed subcontractors, since they cannot be shared with prime Offerors for inclusion in proposals.

USAID Response: CPARS is sensitive information, therefore, USAID will accept submission of CPARS reports directly from proposed subcontractors.

9. J.7, L.6.4 (Policies and Procedures – J.7, p19) states “Each Offeror must submit a copy of its most current personnel policies, especially regarding current salary and wage scales, fringe benefits, merit increases, promotions, leave, differentials, travel and per diem regulations, etc.”

Please confirm prime Offerors with substantial USG contracting experience are not required to submit Policies and Procedures required under this section.

USAID Response: Only the apparently successful offeror is required to submit a copy of the most current personnel policies. Attachment J.7, Section L.6.4. has been updated to include the following “USAID reserves the right to request a copy of the apparently successful offeror’s most current personnel policies.”

10. Attachment J.7, Section L.6.8 (J.7, page 20) defines a major subcontractor as “whose proposed cost exceeds 20% of the offeror’s total proposed contract cost.” Please confirm that this should include the text “or perform a key element of the contract” in order to match the definition given in the RFP (on page 7) and in Attachment J.7 (on Page 8 and Page 9).

USAID Response: Attachment J.7, Section L.6.8 has been updated to include (or perform a key element of the RFP).

11. Please confirm that the requirements for font, spacing and margins etc. in the fifth bullet in L.4.(d), page 4 of Attachment J.7 apply to the technical proposal only, since many documents in the cost proposal (e.g., NICRA, Section K) are already formatted.

USAID Response: Yes, USAID confirms that this applies to the technical proposal only.